Executive Administrative Assistant Needed Immediately

Kingsdale Advisors; Ontario; On-site; CAD 55,000 - 75,000; Full time

Job summary

Kingsdale Advisors is seeking an Executive Assistant based in downtown Toronto. This role involves providing direct support to the Office of the Chairman and coordinating complex schedules, meetings, and travel arrangements. The ideal candidate will have solid experience, strong organizational skills, and proficiency in Microsoft Office. This is a full-time, in-office position where flexibility in hours may be required.

Qualifications

• Minimum 3 years of experience as an Executive Assistant.
• Proficiency in Microsoft Office Suite.
• Experience in a corporate or professional services environment preferred.

Responsibilities

• Manage complex calendars and meeting coordination.
• Prepare and format documents, contracts, and reports.
• Coordinate internal and external meetings and executive events.

Skills

Organizational Skills

Proactive Problem-Solving

Communication Skills

Education

Post-secondary education in Business Administration or related field

Tools

Microsoft Office Suite

Salesforce

Mailchimp

Mailshake

Job description

With offices in Toronto, Calgary, and New York, Kingsdale Advisors is the leading shareholder services and advisory firm in North America. Since 2003, we have acted on some of the most high-profile proxy fights and corporate transactions. The Executive Assistant will report directly to the Senior Executive Assistant, who serves as the day-to-day manager. The role includes direct support for the Office of the Chairman and occasional support for the Managing Director of the parent company. This is a 100% in-office position based in downtown Toronto. Executive Support Assist the Senior Executive Assistant in managing complex calendars, meeting coordination, and travel arrangements Prioritize and organize daily workflows to support seamless executive operations Anticipate executive needs and proactively identify ways to increase efficiency Prepare and format high-quality documents, contracts, and reports under tight deadlines Maintain executive offices and workspaces in an organized and presentable manner Coordinate internal and external meetings, conference calls, town halls, and executive dinners / lunches Collaborate with other departments and administrative contacts to support cross-functional needs Maintain branded templates and a well-organized contacts database Provide back-up coverage for administrative staff and reception, as needed Offer personal assistance to the executive team where appropriate Take on additional and evolving responsibilities and special projects as assigned Plan and coordinate internal and external events in collaboration with the Senior Executive Assistant Minimum 3 years of experience as an Executive Assistant in a corporate or professional services environment Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Familiarity with Salesforce, Mailchimp, and Mailshake is an asset Post-secondary education in Business Administration or related field is preferred Flexibility to work outside of standard business hours to support executive or client needs Kingsdale Advisors is a proud advocate for diversity and inclusion. We welcome applications from members of the BIPOC community, women, people with disabilities, the LGBTQ+ community, and individuals with diverse intersectional identities. Accommodation is available throughout the recruitment and employment processes, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

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